PCard Office Hours Summary (January-December 2023)

REMINDERS:

• Plan for limit increases in advance of big events (bowl season, holiday events, etc.)
• 2024 PCard Renewal
  • Replacement cards should arrive at the PCard Office roughly 4 weeks before expiration.
  • Cards will be bundled by College/VP Area and made available for pickup by the SFO (or a designee).
  • PCards will work through the end of the month in which they expire (e.g., 1/31/24).

UPDATES:

• PCard Policy
  • We are currently reviewing the PCard Policy for updates
  • Are there any items that you find confusing, or topics that need added/clarified?
  • Additional feedback can be sent to pcard@osu.edu
• PCard Application & Maintenance Forms
  • We are in the process of developing PCard Applications and Maintenance Forms that would live in Workday
  • Would remove the use of DocuSign (eSignature Sender role) for submission
• Suspend/Delete the Credit Card Transactions – OSU Report
  • Scheduled Future Processes – OSU report
  • Must suspend the report before it can be deleted

REMINDERS:

• Itemization on Expense Reports

  • You are not required to itemize each expense line unless required by policy.
  • Do Itemize: Per Diem (Post Trip), Split funding (e.g., alcohol with business meal).
• Run/Schedule the Credit Card Transactions – OSU Report Weekly
  • Report can be filtered to show all your transactions not approved on an Expense Report.
  • This allows you to also see transactions that have been reassigned, or added to an Expense Report but not approved (e.g., draft, sent back, in progress).
  • All transactions should be expensed within 7 business days of load date in Workday.
• 2024 PCard Renewal
  • Replacement cards should arrive at the PCard Office roughly 4 weeks before expiration.
  • Cards will be bundled by College/VP Area and made available for pickup by the SFO (or a designee).
  • PCards will work through the end of the month in which they expire (e.g., 1/31/24).
• Lost/Stolen/Fraud Replacement Cards
  • When this occurs, the replacement cards are sent to the PCard Office for setup.
  • Turnaround time: 5-10 business days
  • Pickup notification will be sent to the PCardholder/PCard Manager once the card arrives.
• Find Credit Cards – OSU Report
  • Review active PCards in your unit.
  • Ensure that cards are being cancelled when the Cardholder/Card Manager leaves the unit/university.
  • Notify the PCard Office if the cost center # is incorrect (update via Maintenance Form).
• Place Cards on Hold when the Cardholder/Card Manager is on Extended Leave
• Multiple-line Expense Reports (30+) Freezing During Review
  • Brought to our attention by a unit.
  • While reviewing ER’s with 30+ lines, Workday occasionally freezes.
  • Click the refresh icon (↻) in your web browser to reset the page and complete review.

UPDATES:

• Credit Card Transactions – OSU Report
  • Cardholder/Card Manager Email added to the report (available on 10/16/23)
  • Card Type added to the report (available on 10/16/23)
• Find Credit Cards - OSU Report
  • Cardholder/Card Manager Email added to the report (available on 10/16/23)
  • Card Type added to the report (available on 10/16/23)

REMINDERS:

•  2024 PCard Renewal

  • Replacement cards should arrive at the PCard Office roughly 4 weeks before they expire.
  • Cards will be bundled by College/VP Area and made available for pickup by the SFO (or a designee)
  • PCards will continue to work through the end of the month in which they expire (e.g., 1/31/24)
• When Emailing the PCard Office
  • Provide the following: Cardholder/Card Manager name, last 4 digits on the PCard
• 4-Digit Activation/Authorization Code
  • This is the 4-digit code that you provided the PCard Office on your PCard Application
  • This code is used to activate your PCard
  • This code will also be requested by the bank if you call in to report your card lost/stolen/fraud
• Review/resolve your transactions not expensed:
  • Warnings have been issued for transactions exceeding 90 days
  • Suspensions have been issued for transactions exceeding 120 days

REMINDERS:

•  PCard Tracking Log

  • PCard Users must sign the card out before making any purchases, and sign it back in after the purchase has been made
  • Card numbers should never be written down or stored for future use by the PCard User.
• Individual PCards are not permitted for shared use
  • Reassignment is not available on Individual PCards
  • The Cardholder should only be placing their business-related transactions on this PCard. Do NOT charge other employee’s/ECM’s/student's expenses on this card.
• Dispute Form should always be attached to the ER
  • The Dispute Form should be attached to the original transaction and any credits that are received as a result of the dispute
• Review/resolve your transactions not expensed:
  • Warnings have been issued for transactions exceeding 90 days
  • Suspensions have been issued for transactions exceeding 120 days

UPDATES

• Find Credit Cards – OSU Report
  • New column added to the report: PCard Has Transaction History (Yes or No)?
  • This will help units quickly determine if a card has ever been used
  • This field does not reset

REMINDERS:

• New PCard Office Location!

  • Now located at the Stores and Receiving Building
  • 2650 Kenny Rd, Columbus, OH 43210
• New Card Pickup Hours!
  • Mondays & Wednesdays
  • 7:30AM - 4:30PM
• Training Reminders:
  • PCard Use and Responsibilities (live and interactive)
    • This course provides a comprehensive review of PCard Use and Responsibilities with live demonstrations and participant engagement.
    • Virtual (Microsoft Teams) and In-Person sessions available
    • 3-hour course
    • Registration available on BuckeyeLearn
  • PCard Overview
    • This training will provide a general outline of the basic information needed to maintain an active PCard account at OSU.
    • 10-minute training
    • Registration available on BuckeyeLearn
• Review/resolve your transactions not expensed:
  • Warnings have been issued for transactions exceeding 90 days
  • Suspensions have been issued for transactions exceeding 120 days
• PCards must be reported as lost immediately to maintain dispute rights with the bank.
  • PNC Bank Customer Service (1-800-685-4039).
  • Your 4-digit authorization code (that you provided on your PCard Application) will be required

UPDATES

• FY-End Update (as of 1PM on 6/30/23)
  • 1,816 PCard transactions (loaded before 6/16/23) had not been approved on an Expense Report
  • Transactions totaled $633,612.11
  • Oldest transaction was made on 6/29/22 (load date of 7/2/22)
  • 34 transactions from 2022 had not been expensed

REMINDERS:

• New PCard Office Location!

  • Now located at the Stores and Receiving Building
  • 2650 Kenny Rd, Columbus, OH 43210
• New Card Pickup Hours!
  • Mondays & Wednesdays
  • 7:30AM - 4:30PM
• Training Reminders:
  • PCard Use and Responsibilities (live and interactive)
    • This course provides a comprehensive review of PCard Use and Responsibilities with live demonstrations and participant engagement.
    • Virtual (Microsoft Teams) and In-Person sessions available
    • 3-hour course
    • Registration available on BuckeyeLearn
  • PCard Overview
    • This training will provide a general outline of the basic information needed to maintain an active PCard account at OSU.
    • 10-minute training
    • Registration available on BuckeyeLearn
• PCards must be reported as lost immediately to maintain dispute rights with the bank.
  • PNC Bank Customer Service (1-800-685-4039).
  • Your 4-digit authorization code (that you provided on your PCard Application) will be required.
• Dispute Forms must be submitted no later than 60 days after PNC sends you the first bill (monthly statement) on which the error or problem occurred

   

UPDATES

• The PCard Office has moved
  • Now located at the Stores and Receiving Building
  • 2650 Kenny Rd, Columbus, OH 43210
• PCard pickup is now limited to the following dates & times:
  • Monday & Wednesday
  • 7:30AM - 4:30PM

REMINDERS:

• PCard Transactions that load into Workday by June 16, 2023, must be processed with an approved Expense Report by noon on June 30, 2023.

  • Run reports to identify any transactions that require action:
    • Credit Card Transactions - OSU
    • Find Expense Reports - OSU
    • My Expense Reports
  • Submit and/or approve appropriate ER's
• NEW PCard training course available
  • PCard Use and Responsibilities (live and interactive)
    • Designed for Cardholders, Card Managers, Card Users, and individuals that support the PCard transaction expense process.
    • Virtual (Microsoft Teams) and In-Person sessions available
    • Registration available on BuckeyeLearn
• PCards must be immediately cancelled for retired/terminated employees
  • No transactions should be made on the PCard after the Cardholder/Card Manager leaves the university/unit.
  • SFO’s & SC Managers should review the card inventory report that they receive each month to ensure that cards are cancelled in a timely manner.
• Dispute Forms must be attached to the corresponding Expense Report

UPDATES

• NEW PCard Training Course Available
  • PCard Use and Responsibilities (live and interactive)
    • Designed for Cardholders, Card Managers, Card Users, and individuals that support the PCard transaction expense process.
    • Virtual (Microsoft Teams) and In-Person sessions available
    • Registration available on BuckeyeLearn
• Updated Logic for "Credit Card Transactions – OSU" Report
  • Report has been updated to reflect the Cost Center and corresponding Cost Center Hierarchy Level 6 that was provided on the original PCard Application or subsequent PCard Maintenance Form.
  • Report previously pulled the Cost Center information tied to the assigned Expense Paye
  • This update will allow Units to easily identify transactions made on their Units PCards (e.g., transactions assigned to an ECM or transactions assigned to employees with split-appointments)

REMINDERS:

• Year-End PCard Working Sessions
  • Tuesday, May 16th (2:00pm - 3:30pm)
  • Wednesday, May 31st (9:00am - 10:30am)
• PCard Transactions that load into Workday by June 16, 2023, must be processed with an approved Expense Report by noon on June 30, 2023.

  • Run reports to identify any transactions that require action:
    • Credit Card Transactions - OSU
    • Find Expense Reports - OSU
    • My Expense Reports
  • Submit and/or approve appropriate ER's
• GET Card ATM Access
  • Intended to be used for situations where a PCard is not accepted. Should NOT be used to reimburse traveler for expenses put on a personal credit card
• Dispute Forms must be attached to the corresponding Expense Report
• PCards must be Cancelled for Retired/Terminated Employees
  • No transactions should be made on the PCard after an employee leaves the university/unit.
  • SFO’s & SC Managers should review the card inventory report that they receive each month to ensure that cards are cancelled in a timely manner.
• Review and resolve aged transactions that have not been expensed:
  • Warnings will be issued for transactions exceeding 90 days
  • Suspensions will issued for transactions exceeding 120 days

UPDATES

• Coming Soon!  Updated Logic for "Credit Card Transactions – OSU" Report
  • Report will be updated to reflect the Cost Center and corresponding Cost Center Hierarchy Level 6 that was provided on the original PCard Application
  • Currently the report pulls the Cost Center information tied to the assigned Expense Payee
  • This update will allow Units to easily identify transactions made on one of their Unit approved PCards (e.g., transactions assigned to an ECM or transactions assigned to employees with split-appointments)

REMINDERS:

• 2023 PCard Renewal
  • Replacement cards for those expiring at the end of April have been bundled by College/VP Area and made available for pickup by your colleges SFO (or a designee)
  • PCards will continue to work through the end of the month in which they expire (e.g., 4/30/23)
• Year-End PCard Working Sessions
  • Tuesday, May 16th (2:00pm - 3:30pm)
  • Wednesday, May 31st (9:00am - 10:30am)

• PCard & ER End of Year Clean-Up:

  • Run reports to identify any transactions that require action:
    • Credit Card Transactions - OSU
    • Find Expense Reports - OSU
    • My Expense Reports
  • Submit and/or approve appropriate ER's
  • Review ER's saved in "Draft" status to determine next steps
    • Add missing documentation and submit for approval
  • Review ER's that are "In Progress"
    • Was the ER "Sent Back" for more information?
    • Is the ER pending approval? Whose approval? How long?

  **PCard Transactions that load into Workday by June 16, 2023 must be processed with an approved Expense Report by June 30, 2023.**
• Dispute Forms must be attached to the corresponding Expense Report
• PCards must be Cancelled for Retired/Terminated Employees
  • No transactions should be made on the PCard after an employee leaves the university/unit.
  • SFO’s & SC Managers should review the card inventory report that they receive each month to ensure that cards are cancelled in a timely manner.
• Review and resolve aged transactions that have not been expensed:
  • Warnings will be issued for transactions exceeding 90 days
  • Suspensions will issued for transactions exceeding 120 days

UPDATES:

• 2023 PCard Renewal
  • Cards expiring at the end of April will be arriving at the PCard office before the end of March.
  • Cards will then be bundled by College/VP Area and made available for pickup by your colleges SFO (or a designee).
  • PCards will continue to work through the end of the month in which they expire (e.g., 4/30/23) .
• Year-End PCard Working Sessions
  • Tuesday, May 16th (2:00pm - 3:30pm)
  • Wednesday, May 31st (9:00am - 10:30am)
• Using the Workday Training Tenant Updated at ARC
  • Added Link – https://go.osu.edu/workdaytraining

REMINDERS:

• PCard & ER End of Year Clean-Up:

  • Run reports to identify any transactions that require action:
    • Credit Card Transactions - OSU
    • Find Expense Reports - OSU
    • My Expense Reports
  • Submit and/or approve appropriate ER's
  • Review ER's saved in "Draft" status to determine next steps
    • Add missing documentation and submit for approval
  • Review ER's that are "In Progress"
    • Was the ER "Sent Back" for more information?
    • Is the ER pending approval? Whose approval? How long?
• Ensure that PCards are Cancelled for Retired/Terminated Employees
  • No transactions should be made on the PCard after an employee leaves the university/unit.
  • SFO’s & SC Managers should review the card inventory report that they receive each month to ensure that cards are cancelled in a timely manner.
• Review/resolve your transactions not expensed:
  • Warnings have been issued for transactions exceeding 90 days
  • Suspensions have been issued for transactions exceeding 120 days
• Dispute Forms must be received by the bank no later than 60 days after they send us the first bill on which the error or problem occurred (statement date)

UPDATES:

• New PCard Sleeves
  • Will be distributed with all new/replacement/renewal PCards
  • Send email to pcard@osu.edu for special pickup requests

REMINDERS:

• PCard & ER End of Year Clean-Up:

  • Run reports to identify any transactions that require action:
    • Submit and/or approve ER's that are appropriate
    • Review ER's saved in "Draft" status to determine next steps
      • Add missing documentation and submit for approval
    • Review ER's that are "In Progress"
      • Was the ER "Sent Back" for more information?
      • Is the ER pending approval? Whose approval? How long?
• Ensure that PCards are Cancelled for Retired/Terminated Employees
  • No transactions should be made on the PCard after an employee leaves the university/unit.
  • SFO’s & SC Managers should review the card inventory report that they receive each month to ensure that cards are cancelled in a timely manner.

• 2023 PCard Renewal

  • View your PCard to determine if it will be expiring in 2023.
  • Replacement cards should arrive at the PCard Office roughly 4 weeks before they expire.
  • Cards will be bundled by College/VP Area and made available for pickup by the SFO.
  • PCards will continue to work through the end of the month in which they expire (e.g., 4/30/23).
• Transactions Not Expensed
  • Review, submit and approve PCard transactions on an Expense Report in a timely manner. 
  • Suspension warning notices will be issued to cardholders/card managers with transactions not submitted on an Expense Report for more than 90 days from load in Workday.

UPDATES:

• 2023 PCard Renewal
  • View your PCard to determine if it will be expiring in 2023.
  • Replacement cards should arrive at the PCard Office roughly 4 weeks before they expire.
  • Cards will be bundled by College/VP Area and made available for pickup by the SFO.
  • PCards will continue to work through the end of the month in which they expire (e.g., 4/30/23).

REMINDERS:

• The Dispute Form Should Always be Attached to the ER When Expensing Fraudulent Transactions

  • Form should be attached to the original transaction and any credits that are received as a result of the dispute
• Ensure that PCards are Cancelled for Retired/Terminated Employees
  • No transactions should be made on the PCard after an employee leaves the university/unit.
  • SFO’s & SC Managers should review the card inventory report that they receive each month to ensure that cards are cancelled in a timely manner.
• Workday – Business Purpose Update
  • Effective December 16th, the list of Business Purposes were condensed to support analytical review of expense/travel transactions.
  • Selections are grouped by type with a prefix of "PCard", "Reimbursement (Non-Travel)" or "Travel". 
  • Selections marked “inactive” will not permit submission with new entry of Expense Report or Spend Authorization. If selection is already in-progress status, an alert will prompt for a change to proceed with approval.
• Workday – Expense Item Update
  • You may notice some new attributes, and revised/new instructional text associated with existing expense items. 
  • The TPE Office reviewed all existing expense items for updates, and will continue to review all new expense items before they are loaded into Workday. 
• Transactions Not Expensed
  • Review, submit and approve PCard transactions on an Expense Report in a timely manner. 
  • Suspension warning notices will be issued to cardholders/card managers with transactions not submitted on an Expense Report for more than 90 days from load in Workday.